Hot desking allows your organization to make the best use of office space by having employees sign in and book a shared device for their workday.

It gives users the benefits of a personal meeting device, including meeting notifications 5 minutes before the start time. Notifications originate from the user's personal calendar, and they join their meetings with One Button to Push. Hot desking includes the standard Webex Meeting features, such as a personal whiteboard. Users can start a Personal Room meeting from Join Webex, and they get controls for meetings that they host.

A personalized Webex Assistant for devices is available with support for phrases such as "Join my personal meeting room."

Configuration

To add this feature to a device, you create a Workspace in Control Hub, and assign Hot desking as a Workspace scheduling option. You can also add it to an existing workspace.

You can also configure hot desking in bulk. Select the workspaces that you want to configure and select Edit. Go to Scheduling > Hot desking and select Enable from the drop down menu. Select Next and review the changes before selecting Apply.

A booking expires at 5:00 p.m. by default. But you can customize it for your organization. The setting is Hotdesking DefaultBookingEndTime on Control Hub.

For more information, see the following articles:

• Add shared devices and services to a workspace

• Add services to an existing workspace with Board, Desk, and Room Series devices

• Device configurations for Board, Desk, and Room Series devices

Book a device

After you turn on the feature, users sign in and book their device in one of two ways:

• Use their computer to sign in and book their device—users pair their device to their Webex App on their computer with a USB-C cable. This feature doesn't require any configuration.

• Use their mobile phone to sign in and book their device— users scan the QR code on the devices screen and use their Webex App on their mobile phone to pair to the device.

For more information on booking a device, see Sign in and reserve your device with hot desking.

Calls and hot desking

A hot desking device is a shared device so note the following points about calling:

• The device uses the directory number (DN) for the workspace. Users can use it to place and answer calls, even when not signed in.

• When a user signs in, the device reprovisions with the user's personal DN. If configured, their call history and Webex calendar also load to the device. The user can use the device for making calls and joining Webex meetings as they would on their own device.

• Upon signing out, the user's personal data is cleared from the device for privacy.

Limitations

Note the following limitations before you turn on the feature:

• Activate the device as a shared workspace and not in Personal mode.

• Users can sign in and book devices only within the same organization or cluster. You can't sign in to devices in different organization or cluster.

• You can't use a Hybrid Calendar for the workspace.